This Tender Has Expired

Purpose: Appoint a service provider to support and maintain the video conferencing system in Presidency boardrooms 108, 144, and 145 for 3 years. Background: The Presidency has an existing video conferencing system for virtual and in-person meetings in these boardrooms. Current support and maintenance contract ends in November 2026.

Compulsory briefing session: 08 June 2026, 10:00-11:00 via Microsoft Teams (Join: https://teams.microsoft.com/meet/319310155820272?p=aTOfZFiiTyqt1M6qpf, Meeting ID: 319 310 155 820 272, Passcode: 8wK2wa6z). All enquiries must be submitted by 10 June 2026 @10:00. Closing date: 10 June 2026 @18:00.

Bid Enquiries: [email protected]. Technical Enquiries: [email protected].

Submit the following returnable documents: Completed Presidency returnable project reference form (Annexure B) signed, dated, with referee contact person and number. Attach CVs for all assigned technicians. For new technical team members, provide detailed CVs; they must undergo security clearance before project involvement. Respond to Presidency requests for additional information within 3 working days; failure may invalidate your bid. Quotes must be submitted by the closing date (10 June 2026, 18:00). Validity period of the quotation is 90 days from the closing date. The Presidency may extend this period; non-response will be regarded as consent. Submit proof of authority (e.g., company resolution) with bid signature.

Submit completed Presidency returnable project reference form (Annexure B) signed by the referee (preferably Contract Manager) for a project of similar nature, scope, complexity, and value. Include: Referee name, surname, designation, company name, project description, location, commencement and completion dates, contract value, signatory details, company stamp, and contact numbers.

Evaluation follows a 4-phase approach using the 80/20 preference point system (Preferential Procurement Regulations, 2022).

Phase 1 (Mandatory Requirements):

• ISO 9001:2015 (quality) certification: Valid certificate required.
• ISO 27001:2022 (information security) certification: Valid certificate required.
• Crestron OEM accreditation: Submit accreditation letter (not older than 12 months).
• Registration on Central Supplier Database (CSD).
• Submission of Annexure B (signed project reference form).

Failure to meet any mandatory requirement disqualifies the bid.

Phase 2 (Administrative Requirements):

• Validity period of quotation: 90 days from closing date (may be extended; non-response = consent).
• Quotes submitted after closing date (10 June 2026, 18:00) are disqualified.

Phase 3 (Functional/Technical Evaluation - 100 points):

• Company experience in video conferencing support: 0-1 year = 0 points, 2 years = 30 points, 3+ years = 40 points.
• Technician experience: 0-1 year = 0 points, 2 years = 15 points, 3-4 years = 25 points, 5+ years = 40 points.
• Technician Crestron qualification: No certificate = 0 points, certificate = 20 points.

Minimum threshold: 65/100 points to qualify for Phase 4.

Phase 4 (Price and Specific Goals - 100 points):

• Price: 80 points.
• Specific Goals (B-BBEE): 20 points (Women, Youth, People with Disabilities ownership; verified via CSD report). Formula: Ownership percentage × points allocated / 100.

Bid awarded to the highest-scoring bidder in Phase 4.

Scope: Support and maintain video conferencing systems in Presidency boardrooms 108, 144, and 145 for 3 years.

Services required:

• Provide technical support and maintenance during and outside official working hours (08:00-16:30), including weekends and public holidays, as needed.
• On-site standby technicians for VIP meetings (1-day notice from Presidency).
• Troubleshoot and repair equipment as per Bill of Materials (Annexure A).
• Assess faulty equipment; remove and replace if beyond repair (quotation required before replacement).
• Ensure auto-tracking cameras, microphones, and touch panels remain fully operational.
• Manage changes, configurations, firmware, and software upgrades.
• Keep key equipment in stock for business continuity (pricing included in bid).
• Perform quarterly health checks (firmware, OS, security vulnerabilities) with findings report and mitigation action plan.
• Handle out-of-warranty equipment: Evaluate via OEM/repair center, supply replacement quotes with fault reports, provide loan equipment as needed.

Equipment includes:

• 4K UHD displays, moveable stands with brackets, table cubbies.
• System switching/interconnecting devices, control units with touch panels.
• Video conferencing codecs, auditorium speakers (50W).
• Auto-tracking cameras (minimum 12x zoom capability).
• Push-talk long microphones with noise cancellation.
• 13u/25u racks with PDUs (4x silent fans, shelves), UPS with surge protection.

Bidder must demonstrate experience in video conferencing support and maintenance. Submit signed, dated Presidency returnable project form (Annexure B) with referee contact details (preferably Contract Manager). Assigned technicians must have ICT Networking and video conferencing experience; attach CVs. Technician qualifications: Crestron certification required (20 points if certified, 0 if not).

Mandatory certifications: ISO 9001:2015 (quality management), ISO 27001:2022 (information security). Performance monitoring: Evaluated on five key elements to determine ROI and SLA compliance. Repeated non-conformances may lead to contract re-evaluation. The Presidency will monitor, evaluate, and report on SLA terms and conditions.

Pricing structure:

• On-site professional services for maintenance and support: Billed annually in advance under a 3-year Service Level Agreement (SLA).
• Standby support for VIP meetings: Billed monthly; submit timesheets detailing hours worked. 50 hours allocated per year; unused hours carry over to subsequent years.
• Pricing schedule: Maintenance and Support (yearly price, VAT excl.), Standby Support for VIP Meetings (150 hours for 3 years, 50 hours/year).
• All prices must be VAT inclusive (15%). Total quotation price must include VAT.
• Submit proof of authority (e.g., company resolution) with bid signature.

Payment terms: Full payment within 30 days of valid, substantiated claims/invoices.

Mandatory certifications and registrations:

• ISO 9001:2015 (quality management).
• ISO 27001:2022 (information security).
• Crestron OEM accreditation (letter not older than 12 months).
• Registration on Central Supplier Database (CSD).

Legislative compliance:

• Preferential Procurement Policy Framework Act.
• Preferential Procurement Regulations, 2022.
• Public Finance Management Act (PFMA).
• The Presidency Supply Chain Management Policy.
• The Presidency IT Policy.

B-BBEE requirements:

• Points allocated for Women, Youth, and People with Disabilities ownership (verified via CSD report).
• Formula: Ownership percentage × points allocated / 100.

Contract duration: 3 years. Work must be carried out per the agreed time schedule, deliverables, and terms in the signed contract. Performance will be monitored throughout; repeated non-conformances may lead to contract re-evaluation. Payment: Full payment within 30 days of valid, substantiated claims/invoices. Contract commences upon signing of the Service Level Agreement (SLA) by all parties. Changes in technical team require detailed CVs for new members, who must undergo security clearance before project involvement.

Successful bidder must sign a standard contract with The Presidency. Services commence upon SLA signing. For technical team changes, submit detailed CVs for new members; they must pass security clearance before involvement. Payment: Full payout within 30 days of valid claims/invoices. Respond to Presidency requests for additional information within 3 working days; failure may invalidate the bid.

Provide technical support and maintenance services during and outside official working hours (08:00-16:30), including weekends. On-site standby technicians required for VIP meetings (1-day notice from Presidency). Troubleshoot, repair, or replace equipment as per Bill of Materials. Perform quarterly health checks and provide mitigation reports. Manage configurations, firmware, and software upgrades. Keep key equipment in stock for business continuity.